A Guide to

Identifying and Documenting Best Practices

in Family Planning Programmes
A Guide to Identifying and Documenting Best Practices in Family Planning Programmes

ISBN: 978-929023353-4

World Health Organization Regional Office for Africa 2017

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A Guide to
Identifying and Documenting Best Practices
in Family Planning Programmes
 Contents

Acknowledgements 2

Acronyms 3

Background 4

1. Introduction 6

1.1 Best practices defined 6

1.2 Criteria for identifying best practices 6
1.3 Examples of best practices 7

2. Documentation of best practices 9

3. Scaling up 12

4. Scope of the guideline 14

4.1 How to use this guideline 14

4.2 Dissemination of the guideline 14

Bibliography 16

Annex 1. Detailed best practice template 17

Annex 2. Checklist for identifying practices for potential scale up 29

2 Acknowledgements

Acknowledgements
Work on this document was initiated within the WHO Department of Reproductive Health
and Research (RHR) on Strengthening Family Planning and Contraceptive Services within
the Bill and Melinda Gates Umbrella project by Asa Cuzin-Kihl (Department of Reproductive
Health and Research, WHO), Mario Festin (Department of Reproductive Health and Research,
WHO), Leopold Ouedraogo (WHO Regional Office for Africa Family and Reproductive Health
and Reproductive and Womens Health [FRH/RWH]), and Suzanne Reier (Department of
Reproductive Health and Research, WHO). Asa Cuzin-Kihl coordinated the project and Mario
Festin developed the concept and background information for this guide, which is based mainly
on the Documentation Guide developed by WHO RHR, Implementing Best Practices Initiative
(IBP) and West African Health Organization (WAHO) in 2015 and the Guide for documenting
and sharing best practices in health programmes developed by WHO Regional Office for Africa
in 2008. Peter Nsubuga (Medical Epidemiologist, Global Public Health Solutions) developed
the first draft of the harmonized and hands-on documentation guide based on discussions
and the above-mentioned documents. He also wrote the final document with input from James
Kiaire (WHO), Mario Festin, Asa Cuzin-Kihl, Leopold Ouedraogo, and Namoudou Keita (West
African Health Organization).

WHO acknowledges the continued support of the Bill and Melinda Gates Foundation to WHOs
work on ensuring equitable access to quality family planning (FP) services at scale through
the FP Umbrella project.
Acronyms 3

Acronyms
AFRO WHO Regional Office for Africa

AIDS acquired immunodeficiency syndrome

DOTS directly observed treatment, short-course

ECSA HC East, Central, and Southern African Health Community

FP family planning

KM knowledge management

MoH Ministry of Health

HIV human immunodeficiency virus

HIP High Impact Practices

IBP Implementing Best Practices Initiative

TB tuberculosis

USAID United States Agency for International Development

WAHO West African Health Organization

WHO World Health Organization

4 Background

Background
One of the five core functions of the World Health Organization (WHO) is shaping the research
agenda and stimulating the generation, dissemination and application of knowledge. This function
underscores the importance of knowledge for formulating health strategies at both the national
and global levels for the efficient performance of health systems. WHO recognizes the importance
of knowledge management methods and tools in the performance of this core function to improve
effectiveness and efficiency. The WHO Regional Committee for Africa at its Fifty-sixth Session in
2006 adopted strategic directions and a related resolution on knowledge management (KM).1,2
The strategic directions seek to contribute to the improvement of health systems performance
and health outcomes through effective KM in health. The resolution recognizes that KM is about
providing the right knowledge for the right people (i.e. policy-makers, practitioners, health
systems managers and the public) and in the right format to strengthen health systems and
improve health outcomes.

One of the specific objectives of the strategic directions is to maximize the impact of explicit
and tacit knowledge, including health research and experiential knowledge, through effective
knowledge-sharing and application. Countries are expected to benefit tremendously from
exchanging experiences and hard-won solutions with one another. However, one of the
significant barriers to knowledge-sharing and reapplication of experience is the limited culture
of information and knowledge documentation and sharing. Although relevant knowledge
may exist in peoples minds, it cannot always be tapped or it may exist in formats that limit
peoples ability to know about it or find it. This underscores the need for decision-makers,
health professionals, communities and WHO staff to be able to find, use and share knowledge
on experiences of what works and lessons learned.

There are two documents guiding the documentation of best practices, which are currently used
in Africa: the WHO Regional Office for Africa Guide for documenting and sharing best practices
in health programmes,3 and the Guide for documenting good practice4 developed by the West
African Health Organization (WAHO), Implementing Best Practices (IBP) Initiative, United States
Agency for International Development (USAID) and Kreditanstalt fr Wiederaufbau (KfW).5
The WHO Regional Office for Africa guide was developed to disseminate a series of country
experiences on the planning, implementation, and monitoring of health programmes and
services that can be considered as best practices. At the same time, the IBP Initiative has
been working with WAHO to prepare and disseminate a Good practices in public health
document4 through their Good Practice Forum. The IBP Initiatives secretariat is based in
the WHOs Department of Reproductive Health and Research, and currently manages a
consortium of 45 reproductive health organizations. Since 2005, they have worked with
countries to implement best practices and scale up effective clinical practices and
programmatic approaches.6

1 WHO Regional Committee for Africa resolution AFR/RC56/16. Knowledge management in the WHO African Region: strategic directions. In: Fifty-sixth WHO Regional
Committee for Africa, Addis Ababa, Ethiopia, 28 August 1 September 2006 (http://apps.who.int/iris/bitstream/10665/92662/1/AFR-RC56-16.pdf, accessed 15 February 2017).
2
Engaging for health: Eleventh General Programme of Work 20062015: a global health agenda. Geneva: World Health Organization; 2006 (http://apps.who.int/iris/
bitstream/10665/69379/1/GPW_eng.pdf, accessed 15 February 2017).
3 Guide for documenting and sharing best practices in health programmes. Brazzaville: WHO Regional Office for Africa: 2008
4 WAHO, USAID, KFW, IBI Initiative. Guide for documenting good practices. West African Health Organization; 2015 (http://www.wahooas.org/IMG/pdf/20-Guideline_
Documentation_of_GPH__2016_Eng.pdf, accessed 15 February 2017).
5
Second ECOWAS Forum on Best Practices in Health. In: Organisation Ouest Africaine de la Sant [website] (http://www.wahooas.org/spip.php?page=rubriqueS&id_
rubrique=94&lang=en, accessed 16 February 2017).
6 Implementing Best Practices Initiative. IBP Initiative; January 2015 (http://www.who.int/reproductivehealth/projects/HRX22_IBP.pdf?ua=1, accessed 15 February 2017).
Background 5

Best practices are exemplary public health practices that have achieved results, and which
need to be scaled up so as to benefit more people. The expansion and institutionalization
of successfully tested best practices requires strategic planning. There are several creative
and constructive actions by people and organizations in the health sector to improve the
health outcomes of people. Disseminating knowledge of such actions widely may prevent the
repetition of mistakes and loss of valuable time. Thus, the main rationale for documenting and
sharing best practices is to enable persons and organizations working in the health sector
to avoid reinventing the wheel; to improve performance and avoid the mistakes of others.

Documenting and sharing best practices affords one the opportunity to acquire knowledge
on lessons learned, how to improve and adapt strategies and activities through feedback,
reflection and analysis, and implement large-scale, sustained and more effective interventions.
6 Introduction

1. Introduction
1.1 Best practices defined
A best practice is commonly defined as a technique or method that, through experience and
research, has proven reliably to lead to the desired result.7 These practices need to be shared
and adopted to benefit more people. In the context of health programmes and services, a
practical definition of a best practice is knowledge about what works in specific situations and
contexts, without using inordinate resources to achieve the desired results, and which can be
used to develop and implement solutions adapted to similar health problems in other situations
and contexts. The term best practice has been referred to as good practices in other literature.8

The use of the word best should not be considered in the superlative sense. In other words,
Definition of a best practice
A technique or methodology that through experience and research has proven reliably
to lead to the desired result.

The use of the word best should not be considered in the superlative sense. In other words,
the term best practice is not about a state of perfection, being the gold standard or referring
to the only elements that have been shown to contribute towards making interventions work
or successful.9 Results may be partial and may be related to only one or more components of
the practice being considered. Indeed, documenting and applying lessons learned on what
also does not work and why it does not work are integral parts of a best practice, so that the
same types of mistakes can be avoided by other programmes and projects.

Documentation should also start early enough to ensure that all important ongoing activities
are included, and retrospective or recalled reporting is avoided, as this may be incomplete
or inaccurate.

1.2 Criteria for identifying best practices

Identifying best practices involves judgement, which requires prior analysis using the
following set of criteria: effectiveness, efficiency, relevance, ethical soundness, sustainability
and possibility of duplication, the involvement of partners and the community and political
commitment (Table 1).10 By definition, a best practice should meet at least the effectiveness,
efficiency, relevance and ethical soundness criteria, in addition to one or more of the other
criteria. A best practice need not meet all the above criteria, because it can be anything that
works to produce results without using inordinate resources, in full or in part, and that can be
useful in providing lessons learned.

7 Best practices. In: Bitpipe [website] (http://www.bitpipe.com/tlist/Best-Practices.html, accessed 15 February 2017).

8 Ng E, de Colombani P. Framework for selecting best practices in public health: a systematic literature review. J Public Health Res. 2015;4(3):577.
9 Best Practice Collection. In: UNAIDS [website] (http://www.unaids.org/en/site-search?keywords=Best+practice+collection, accessed 16 February 2017).
10 ExpandNet, World Health Organization. Worksheets for developing a scaling-up strategy. Geneva: World Health Organization; 2012 (http://www.expandnet.net/PDFs/
ExpandNet-WHO%20Worksheets%20-%20July%202012.pdf, accessed 15 February 2017).
Introduction 7

Table 1. Best practice criteria

Criterion Description
Effectiveness This is a fundamental criterion implicit in the definition. The practice must
work and achieve results that are measurable
Efficiency The proposed practice must produce results with a reasonable level of
resources and time
Relevance The proposed practice must address the priority health problems in the
WHO African Region
Ethical soundness The practice must respect the current rules of ethics for dealing with human
populations
Sustainability The proposed practice, as carried out, must be implementable over a long
period with the use of existing resources
Possibility of duplication The proposed practice, as carried out, must be replicable elsewhere in the
country or region
Involvement of partnerships The proposed practice must involve satisfactory collaboration between
several stakeholders
Community involvement The proposed practice must involve the participation of the affected
communities
Political commitment The proposed practice must have support from the relevant national or local
authorities

1.3 Examples of best practices

A best practice could be related to the implementation of a programme, a project, policy,
legislation, a strategy, activity, a manual, etc. Practical examples of areas where best practices
may be documented and shared include strategies such as the high impact practices (HIP),11
the Health Extension Worker programme in Ethiopia12 and directly observed treatment, short-
course (DOTS), which have been implemented in several countries in the Region for some
years. HIP are effective service delivery or systems interventions that, when scaled up and
institutionalized, will maximize investments in a comprehensive family planning (FP) strategy.
The HIP briefs are concise summaries of these evidence-based practices, which help to focus
FP resources and efforts.13 These practices have, in some countries, led to health improvements,
including in child survival and tuberculosis (TB) cure rates. The several lessons learned need
to be documented and shared.

Because of their central position in peoples lives, the mass media have the unrivalled potential
to inform and educate the public about health issues. There are examples of imaginative
and highly successful mass media campaigns for immunization, HIV/AIDS, malaria and other
programmes. The mass media have been used to stimulate and lead open discussions on
health issues, encourage leaders to act, and keep policy-makers and service providers on
their toes. These experiences need to be catalogued and shared.

11 High Impact Practices: supporting strategic decision making in family planning. In: HIP: family planning high impact practices [website]. Johns Hopkins University;
2017 (https://www.fphighimpactpractices.org/, accessed 15 February 2017).
12 WHO, Global Health Workforce Alliance. Ethiopias human resources for health programme (http://www.who.int/workforcealliance/knowledge/case_studies/Ethiopia.
pdf, accessed 15 February 2017).
13 HIP briefs. In: HIP: family planning high impact practices [website]. Johns Hopkins University, 2017 (https://www.fphighimpactpractices.org/resources, accessed
15 February 2017).
8 Introduction

Community-based organizations have come forward to provide essential services for HIV-related
prevention, care, and treatment. They have done so in response to the desperate needs of
those affected by the epidemic and to fill gaps in the public sectors provision of these services.
As antiretroviral medicines have become more affordable, community-based organizations
have fought for and enabled greater access to treatment, including antiretroviral therapy.

In all the above experiences and others, what is important is to document and share knowledge
on what elements work or do not work, how they work, and why they work.
Documentation of best practices 9

2. Documentation of best
practices
Best practices may come from a variety of sources, including WHO staff, the Ministry of Health
(MoH), civil society organizations, community groups and individuals. Submissions from any
of these sources would usually be in electronic form, with detailed supporting documents
for evaluation by a specific body, e.g. WHO Regional Offices. Some best practices might be
subjected to formal evaluations. However, this is not required in most cases because formal
evaluations are slow, complicated, expensive and time-consuming, and can sometimes cost
more than the actual evaluation process.

Two templates for documentation are provided separately: a detailed best practice submission
form, which outlines all the information public health officials who are considering replicating
a best practice would require to make an informed decision, and a summary template for
writing up the justification in a readable format (Table 2). To ensure readability and a clear
presentation of what makes a practice innovative, interesting and informative, one should use
the format outlined in Table 3 to develop a 1500-word document. A template for writing up the
best practice is included in Annex 1.
10 Documentation of best practices

Table 2. Summary submission form

Originator of request:

Name:

Title:

Postal address:

Email address:

Telephone number:

Names and addresses of contributors:

Focal person in the Regional Office (if any)

Name Title Tel:

Title of best practice

Summary of best practice

What makes it a best practice?

Place Date
Documentation of best practices 11

Table 3. Outline for documenting best practices

Title of the best practice This should be concise and reflect the practice being documented.
Introduction This should provide the context of and justification for the practice, and
address the following issues:
What was the problem that needed to be addressed?
Which population was affected?
How did the problem impact on the population?
Which objectives were achieved?
Implementation of the practice What were the main activities carried out?
When and where were the activities carried out?
Who were the key implementers and collaborators?
What were the resource implications?
Results of the practice What were the concrete results achieved with regard to outputs and
outputs and outcomes outcomes?
Was an assessment of the practice carried out? If yes, what were the
results?
Lessons learnt What worked really well what facilitated this?
What did not work why did it not work?
Conclusion How have the results benefited the population?
Why may that intervention be considered a best practice?
What recommendations can be made for those intending to adopt the
documented best practice or how can it help people working on the
same issue(s)?
Further reading Provide a list of references and source documents that give additional
information on the best practice for those who may be interested in
knowing how the results benefited the population.
12 Scaling up

3. Scaling up
ExpandNet defines scaling up as the deliberate efforts to increase the impact of successfully
tested health innovations in pilot or experimental projects to benefit more people and to
foster policy and programme development on a lasting basis.14 This definition stresses the
importance of recognizing the innovative solutions that are first successfully piloted and then
become a mainstream policy. Table 5 breaks down the elements that make up this definition.

Best practices with the CORRECT attributes listed below are most likely to be successfully
scaled up.14

Table 4. Correct attributes of best practices

Credibility Documented, sound evidence/results that have been advocated by respected persons
or institutions
Observability Potential users can see the results in practice, e.g. pilot/experimental or demonstration
sites
Relevance Addresses a persistent/sharply felt problem or policy priority
Relative New practice offers a benefit/gain over existing practices so that potential users are
advantage convinced that the costs of implementation are warranted by the benefits
Easy to instal and Process of scaling up the practice is simple rather than complex and complicated
understand
Compatibility The practice fits well with the practices of the national programme and with the potential
users established values, norms and facilities
Testability The practice can be tried out incrementally on a small pilot scale before large-scale
adoption

Three cross-cutting considerations are relevant when considering the scale up of a best
practice: (a) sustainability, (b) equity, and (c) effects of scaling up the practice on the rest of
the health system. Sustainability can be achieved by institutionalizing the practice in policies,
programme guidelines, budgets and other dimensions of the health system, and including it
in preservice training curricula for medical personnel, etc.

Scaling up should be grounded on the values of human rights and guided by participatory
and client-centred approaches. It should ensure attention to human dignity, the needs and
rights of vulnerable groups and include the gender perspective, as well as promote equitable
access for all to quality services. It is important that managers are also aware that scaling up
an intervention is a complex issue. It involves working on several fronts at once and making
a number of strategic choices, including selecting a scalable practice, designating the roles
of various partners in the process, and securing adequate financing and human resources to
implement the activities. For successful scaling up, it is important that the following is in place:

partnerships with organizations to work on service delivery, financing and stewardship

(coordination, government, etc.);
highly committed groups of individuals to implement activities;
monitoring implementation of the scale up so as to assess the level of progress relative
to overall objectives, and to identify aspects of the scale up which are not working well.
(In practice, this is often a neglected aspect of scaling up.)

14 ExpandNet, World Health Organization. Beginning with the end in mind: planning pilot projects and other programmatic research for successful scaling up. Geneva: WHO;
2011 (http://www.expandnet.net/PDFs/ExpandNet-WHO%20-%20Beginning%20with%20the%20end%20in%20mind%20-%202011.pdf, accessed 15 February 2017).
Scaling up 13

Table 5. Elements of the definition of scaling up

Element in the definition Meaning in this context

Deliberate efforts Scaling up is a guided process, in contrast to the spontaneous diffusion
of innovations.
Successfully tested Interventions to be scaled up are backed by locally generated evidence
of programme effectiveness and feasibility obtained either through pilot,
demonstration or experimental projects, or initial introduction in a limited
number of local sites.
Innovation Refers to service components, other practices or products that are
new or perceived as new. Typically, the innovation consists of a set of
interventions including not only a new technology, clinical practice,
educational component or community initiative, but also the managerial
processes necessary for successful implementation.
Policy and programme Points to the importance of institutional capacity-building and
development on a lasting basis sustainability.

Systems thinking Interrelationships between the innovation, the user organization, the resource team,
and the larger environment within which scaling up takes place. Change in one element
affects the others; thus, an appropriate relationship/balance should be attained between
these elements when designing and implementing a scale-up strategy.
Sustainability Ensuring that the benefits of scaling up an intervention will persist on a lasting basis.
Scalability Ease or difficulty of scaling up a practice, based on the attributes (or determinants) of
success, which have previously been identified in research on the diffusion of innovation
and through practical experience.
Respect for Scaling up should be grounded in the values of human rights and guided by
human rights, participatory and client-centred approaches. It should ensure attention to human dignity,
equity and the needs and rights of vulnerable groups and gender perspectives, as well as promote
the gender equitable access for all to quality services.
perspective
Equity Absence of disparities that are systematically associated with social advantage/
disadvantage in accessing an intervention.
Participatory Involvement of communities, organizations and people in any organized activity to
approach achieve a common goal.
14 Scope of the guideline

4. Scope of the guideline

This guideline merges the identification of best practices with a deliberate focus on the elements
of scaling up to try to expand the reach of these public health practices to more people. The
content of the guideline is obtained from the WHO Best Practices document,3 the WAHO Guide
for documenting good practices,4 and materials from WHO and ExpandNet (Beginning with
the end in mind, and the Nine steps for developing a scaling-up strategy).14,15

The intent is to provide one document that can be used to identify best practices, document
them in summary or detail, and highlight elements of scaling up so that other public health
practitioners are able to replicate these practices with a view to scaling them up.

4.1 How to use this guideline

This guideline is intended for public health programme managers and other practitioners who
have implemented programmes that may fit the definition of best practices. The document
includes methods of identifying these practices, documenting them in a 1500-word summary
for submission to senior-level public health officials, WHO, or in detail to aid in replication. We
believe that publishing in the peer-reviewed public health literature may also be necessary to
share knowledge with the broader scientific community and contribute to the knowledge base
of implementation science. The document includes points that are necessary to consider when
planning or implementing a programme that will be scaled up. The document applies to the
governmental, nongovernmental, and private sectors.

This document guides WHO, MoH and civil society organizations in identifying, documenting
and sharing knowledge of these experiences that can contribute to the acceleration and
expansion of health sector actions. This document has been developed so that countries
can build on existing experience and not duplicate efforts every time they implement a
new practice. The guideline is divided into three main sections: (a) identifying/defining best
practices; (b) documenting and analysing best practices; and (c) considerations for replication
of these practices.

4.2 Dissemination of the guideline

It is important to share this guideline with various stakeholders to scale up the use of best
practices. Dissemination is the process of communicating research findings to stakeholders
so that the evidence can be used to lead to change.16 A timeline giving key activities for
implementation is needed to guide when to roll out the guideline. This could include planned
conferences and launch meetings with key stakeholders in attendance to get their buy-in.

There are numerous ways of disseminating the document. A few suggestions are given below.

a) The first method can involve issuing publications that will promote learning and
sharing of experiences. It is expected that such publications will inspire Member
States to replicate the good work of managers and frontline health workers, and to
scale up health sector interventions. Furthermore, the publications will demonstrate
to both policy-makers and donors the invaluable contributions of these workers to the
integration of these practices in national and district health plans, and help mobilize
resources in support of programmes.

15 WHO, ExpandNet. Nine steps for developing a scaling-up strategy. Geneva: World Health Organization; 2010 (http://apps.who.int/iris/
bitstream/10665/44432/1/9789241500319_eng.pdf, accessed 15 February 2017)
16 Harmsworth S, Turpin S; TQEF National Co-ordination team. Creating and effective dissemination strategy: an expanded interactive workbook for educational development
projects. July 2000 (http://www.innovations.ac.uk/btg/resources/publications/dissemination.pdf, accessed 15 February 2017).
Scope of the guideline 15

b) The second can be a dynamic method, which stimulates documentation and sharing
of best practices through a regional forum. Currently, two regional institutions WAHO
and the East, Central, and Southern African Health Community (ECSA HC) utilize
this method to share a wide variety of themes and select good/best practices during
annual forums.
c) The third method might involve the use of the Knowledge Gateway, which supports
virtual knowledge networking in and among countries across the world.17 Developed
by the WHO Department of Reproductive Health and Research (RHR) and IBP
partners in 2004, the Knowledge Gateway is an electronic communication platform
that connects people working in health and development through virtual networks and
online discussions to facilitate knowledge-sharing, exchange, and improved access
to and use of information, resource materials and tools.
d) The fourth method can involve the distribution of USB keys containing best practices
during WHO Regional Committee meetings and intercountry conferences, workshops
and meetings. USB keys can be sent directly to WHO country offices for distribution
to district health management teams that do not have ready access to the Internet.
e) The fifth method might be through peer-reviewed publications, which can be developed
by the contributors of the best practices. Additional methods for dissemination can be
used as appropriate.

17 Knowledge Gateway. In: IBP Initiative. Scaling up what works in family planning/reproductive health [website] (http://www.ibpinitiative.org/index.php/knowledge-gateway,
accessed 15 February 2017).
16 Bibliography

Bibliography
The following publications contain more information on how to implement scalable public
health practices

1. Chambers R. Going to scale with community-led total sanitation: reflections on

experience, issues and ways forward. Brighton: Institute of Development Studies; 2009
(Practice paper, Volume 2009, Number 1) (http://www.communityledtotalsanitation.org/
resource/going-scale-community-led-total-sanitation-reflections-experience-issues-
and-ways-forward, accessed 16 February 2017).
2. ExpandNet (www.expandnet.net, accessed 16 February 2017).
3. ExpandNet, World Health Organization. Practical guidance for scaling up health
service innovations. Geneva: World Health Organization; 2009 (http://apps.who.int/
iris/bitstream/10665/44180/1/9789241598521_eng.pdf, accessed 16 February 2017).
4. Management Systems International, ExpandNet, World Health Organization. 20
questions for developing a scaling-up case study. Washington DC: Management
Systems International (MSI); 2007 [draft] (http://www.expandnet.net/ PDFs/MSI-
ExpandNet-IBP%20Case%20Study%2020%20case%20study%20questions. pdf,
accessed 16 February 2017).
5. Rogers EM. Diffusion of innovations, fourth edition. New York: Free Press; 1995.
6. Simmons R, Fajans P, Ghiron L, editors. Scaling up health service delivery: from pilot
innovations to policies and programmes. Geneva: World Health Organization; 2007
(http://www.who.int/immunization/hpv/deliver/scalingup_health_service_delivery_
who_2007.pdf, accessed 16 February 2017).
A Guide to
Identifying and Documenting Best Practices
in Family Planning Programmes
Annex 1. Detailed best practice template
Annex 2. Checklist for identifying practices for potential scale up
Annexes 17

Annex 1. Detailed best practice

template
The following tool is a template for conducting a detailed documentation of an identified best
practice. It focuses on the following scale-up criteria. You will notice the symbols throughout
the questionnaire indicating essential information that needs to be collected to address
that criterion.

Criteria for scale up

Effectiveness, Efficiency, Relevance, Replicability/Scale up, Sustainability,

Ethical soundness/Human rights and Participation of key stakeholders

N.B. Please provide evidence to support your answers in all sections.

Evidence includes original project document, evaluations and reports on implementing

the practice.

Section 1: identifying information

Title of the practice*

Should be concise and reflect the practice being documented

Key informants organization Location (Country/Province/District)

Date of documentation

Location

Contact Designation
person 1
Email

Mobile Facility
number number
Address

Contact Designation
person 2
Email
18 Annexes

Section 2: detailed description of the practice

Provide the context and justification for the practice and address the following issues.

What is the problem being addressed?

Which population is being affected?

How is the problem impacting on the population?

What were the objectives being achieved?

A. Choose which of the proposed theme (s) apply (ies):

Family Planning Youth and Adolescents

Maternal, Newborn and Child Health Gender

Other:

B. Please mark all best practice categories that apply, e.g.

Service delivery Management Social/Cultural advocacy

Leadership Governance

Other:

Replicability/scalability

Effectiveness Efficiency Relevance Replicability/Scale up Sustainability

Other:
Annexes 19

Please add more lines to your responses if needed.

1) The overall goals of implementing this practice

2) The specific objectives of implementing this practice

3) If this best practice is part of a project, briefly describe the larger project.

4) Explain the problem which the practice aims to address. (Provide figures, data or other evidence.)

5) How was the practice selected or designed? Describe the evidence that demonstrated that this practice
would be appropriate and how it is preferable to other approaches (provide figures, data or other evidence,
include the process for identifying this practice):
Criteria for identifying a practice for scaling up: credibility, observability, relevance, relative advantage,
easy to instal and understand, compatibility, replicability

6) Have the opportunities and constraints of the health system, national policies, and other institutional
factors been considered prior to designing how the practice will be implemented? i.e. project, partner
organizations, the regional/local policy subsystems, other external organizations and policy subsystems

Yes No

If Yes, explain what you did (i.e. SWOT or other situational analyses) and how it guided your design.

If No, please provide reasons for your answer.

20 Annexes

Implementation of the practice

What were the main activities carried out?

When and where were the activities carried out?

Who were the key implementers and collaborators?

What were the resource implications?

7) How have the norms, values, and culture been taken into account in the design for implementing this
practice?

8) Describe the expected outcomes of implementing the practice. What is supposed to change? (Provide
indicators, data.)

9) When and where is the practice implemented?

Level of service:

Primary Secondary Tertiary

Urban Names of facility (ies)

Periurban Names of facility (ies)

Rural Names of facility (ies)

Type of structure:

Private Public NGO FBO CBO

Other:
Annexes 21

10) Describe the key activities involved in implementing this practice (including training, logistics, supervision,
materials development, advocacy, etc.).

10a) Name no more than 3 of the activities above which you think are essential for successful implementation of
the practice.

1.

2.

3.

11) Who are the key local/national implementers/collaborators specifically working on implementing this practice
and their involvement? What are their roles? In which activities mentioned above are they specifically involved?

12) Are special target groups reached with this practice to ensure that equity is taken into account? (e.g.
populations disadvantaged because of ability to pay or access health care, or other disparities for other
reasons such as religion, language group, illiteracy, social status, other)

Yes No

If Yes, how do you ensure that the best practice reaches them? (Provide figures, data or other evidence.)

If No, please provide reasons for your answer.

13) Is the best practice in line with national health policy, plans, and current priorities?

Yes No

a) If Yes, explain if these policies, plans, etc. were in place before implementing the practice or whether you
had to advocate and develop these as new health policies or plans. Also, describe what these plans are.
22 Annexes

b) Was the project responsible for making new policies or plans? What was the process?

14) Does the health system have key local actors or stakeholders with the capacity to implement the project
without technical support?

Yes No

If Yes, explain how, where, and by whom. (Provide figures, data or other evidence.)

If No, explain.

15) Does the practice use a participatory approach to involve the community/clients?

Yes No

If Yes, explain the approach and who the community/clients are. (Provide figures, data or other evidence.)

If No, explain why this is not happening.

Which methods are used for monitoring and evaluating results of implementing the practice, and list success
indicators: explain. (Provide figures, data or other evidence.)

16) Does the project have mechanisms to review, share progress, and incorporate new learning into the
implementation process?

Yes No
Annexes 23

If Yes, explain what mechanisms are in place to share progress and incorporate new learning. (Provide figures,
data or other evidence.)

If No, please provide reasons for your answer.

17) Is there political commitment for implementing this practice?

Yes No

If Yes, explain what the political commitment is and how you got it. (Provide figures, data or other evidence.)

If No, explain the obstacles to gaining political commitment.

Section 3: considerations for scaling up

Criteria for scale up

Effectiveness, Efficiency, Relevance, Replicability/Scale up, Sustainability

18) Do you plan to scale up the practice?

Yes No

If Yes, then continue to the rest of these questions. If NO, explain why and then stop here and go to section 4.

19) Could the practice be replicated or scaled up in a different setting?

Yes No
24 Annexes

If Yes, explain how you know this.

If No, explain what more needs to be done.

20) Are there plans to advocate for changes needed in policies, regulations, and other health systems
components to institutionalize the project?

Yes No

If Yes, explain what are the reasons for advocating for these changes and what are the plans/strategies and how
they will be implemented.

If No, please provide reasons for your answer.

21) Are you expecting others who are currently not applying the practice to eventually apply the practice?

Yes No

If Yes, what mechanisms are you using for building ownership in future implementation?

If No, explain why you do not need any other group to be involved.

22) Has the project been tested at service delivery points and institutions similar to where it will be scaled up?

Yes No
Annexes 25

If Yes, explain how it was done and provide the results. (Provide figures, data or other evidence.)

If No, please provide reasons for your answer.

23) Is there an understanding among donors and key stakeholders about the relative advantage and
outcomes of the practice to ensure continuous engagement of support, e.g. financial?

Yes No

If Yes, explain how you have ensured they have an adequate understanding of the feasibility and outcomes of
scaling up, including financial support. (Explain how you have done this.)

If No, explain why you have not done this to date and if you have plans to do this in future.

24) Has costing been done to plan for scale up and sustainability?

Yes No

If Yes, explain how and what the plans are to ensure that the practice is sustainable.

If No, please provide reasons for your answer.

25) If training personnel are part of this practice, are you working with any training institution or are you
considering how the training can be institutionalized?

Yes No
26 Annexes

If Yes, explain where the training is being provided and who is receiving training and what are the plans for
institutionalizing within training programmes.

If No, explain why this is not necessary.

Section 4: results to date

What were the concrete results achieved regarding outputs and outcomes?

Was an assessment of the practice carried out? If yes, what were the results?

26) List the expected outcomes of the practice.

27) Have the expected outcomes of the practice been met?

Yes No

If Yes, explain how they were achieved and provide evidence. (Provide figures, data or other evidence.)

If No, explain the reasons.

Annexes 27

28) What were the major results achieved by the practice regarding outputs and outcomes? (Explain the
major results, provide figures, data or other evidence.)

29) How effective has the practice been in general terms and specifically in terms of benefiting groups or
communities where it was implemented? Explain (provide figures, data or other evidence).

If No, explain the reasons.

Section 5: lessons learnt

What worked really well?

What facilitated this?

What did not work?

Why did it not work?

30) Describe what worked well and what facilitated success. Include intentional actions that were taken to
make the practice a success as well as any unintentional or environmental/contextual factors that occurred.
Explain (provide figures, data or other evidence).
28 Annexes

31) What did not work well and how did you overcome the difficulties?

32) What are the challenges in implementing this practice? How can these challenges be addressed most
efficiently?

Section 6: conclusions
How have the results benefited the population?

Why was that intervention considered as a best practice?

Recommendations for those intending to adopt the documented best practice or how it can help
people working on the same issue(s).

33) Why and what makes this project a best practice? Summarize by addressing the criteria. (Provide figures,
data or other evidence.)

Effectiveness

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

Efficiency

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

Relevance

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

Replicability

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

Scale up

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

Sustainability

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree
Annexes 29

Ethical soundness

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

Consideration of human rights

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

Participation of key stakeholders

Strongly disagree Disagree Neither agree nor disagree Agree Strongly agree

35) What are three key recommendations/conclusions you would make for others who intend to adopt the best
practice?

1.

2.

3.

FURTHER READING
Provide a list of references and links on this best practice that you have described.

Thank you

DONT FORGET TO PROVIDE EVIDENCE TO SUPPORT YOUR ANSWERS.

(Evidence includes original project document, evaluations, and reports on implementing this practice.)
30 Annexes

Annex 2. Checklist for

identifying practices for
potential scale up
The following checklist provides a series of questions that can help public health practitioners
who are planning to implement a programme that will be scaled up. It is envisioned that this
checklist will assist in scaling up best practices that have been identified and documented.
At the end of the checklist are instructions on how to use and interpret the findings.

Questions related to potential scalability Yes (+) No () More information/action needed

1. Is input about the project being sought from
a range of stakeholders? (e.g. policy-makers,
programme managers, providers, NGOs,
beneficiaries)

Are individuals from the future implementing

agency involved in the design and
implementation of the pilot?

Does the project have mechanisms

for building ownership in the future
implementing organization?

2. Does the innovation address a persistent

health or service delivery problem?

Is the innovation based on sound evidence

and preferable to alternative approaches?

Given the financial and human resource

requirements, is the innovation feasible in the
local settings where it is to be implemented?

Is the innovation consistent with existing

national health policies, plans, and priorities?

3. Is the project being designed in light of agreed-

upon stakeholder expectations for where and
to what extent interventions are to be scaled up?

4. Has the project identified and taken into

consideration community, cultural and gender
factors that might constrain or support the
implementation of the innovation?

Have the norms, values and operational

culture of the implementing agency been
taken into account in the design of the
project?
Annexes 31

Questions related to potential scalability Yes (+) No () More information/action needed

Have the opportunities and constraints of
the political, policy, health sector and other
institutional factors been considered in
designing the project?

5. Has the package of interventions been kept

as simple as possible without jeopardizing
outcomes?

6. Is the innovation being tested in a variety of

sociocultural and geographical settings where
it will be scaled up?

Is the innovation being tested in the type

of service delivery points and institutional
settings in which it will be scaled up?

7. Does the innovation being tested require human

and financial resources that can reasonably be
expected to be available during scale up?

Will the financing of the innovation be

sustainable?

Does the health system currently have the

capacity to implement the innovation? If
not, are there plans to test ways to increase
health systems capacity?

8. Are appropriate steps being taken to assess

and document health outcomes as well as the
process of implementation?

9. Is there provision for early and continuous

engagement with donors and technical
partners to build a broad base of financial
support for scaling up?

10. Are there plans to advocate for changes in

policies, regulations and other health systems
components needed to institutionalize the
innovation?

11. Does the project design include mechanisms

to review progress and incorporate new
learning into the implementation process?

Is there a plan to share findings and insights

from the pilot project during implementation?

12. Is there a shared understanding among key

stakeholders about the importance of having
adequate evidence related to the feasibility and
outcomes of the innovation before scaling up?
32 Annexes

How the checklist works

A plus (+) refers to a positive factor for scaling up, a minus () to a negative one. Answer each
question, putting a check in the plus or minus column, depending on whether the issues have
been addressed as they apply to the project. The fewer the checks in the plus column, the
more effort is likely to be required to scale up the innovation. When there are a large number
of checks in the plus column, the scalability potential of the project is likely to be good. A
check in the minus column indicates that plans for the project need to be adjusted to enhance
scalability. The project-planning team or others using the checklist should decide whether more
information should be obtained, and how this aspect can be improved. In such situations, it
will be helpful to refer to the detailed recommendations.

The checklist should not be used mechanically. A large number of checks in the plus column
does not necessarily mean that a proposed intervention will be scalable. Some of the items will
carry greater weight than others regarding influencing the scale up potential and may even act
as deal-breakers in a particular context. An example is relevance: if the proposed intervention
is not relevant, the value of further pursuing the project is questionable, and abandoning it
may be the appropriate response. Other aspects of the project design might be correctable,
and once corrective action has been taken the check in the minus column could be moved
over to the plus side. Thus, while a project proposal may initially not look promising, using the
checklist provides an opportunity to revise it to enhance its scalability potential early on. Each
case should be judged within its context and in light of the recommendations in this document.
Notes
Notes
For more information, please contact:

World Health Organization - Regional Office for Africa

Cit du Djou, P.O.Box 06 Brazzaville
Republic of Congo

Department for Reproductive Health and Research ISBN 978 92 9 023353 4

Email: [email protected]
http://www.who.int/reproductivehealth

World Health Organization

Avenue Appia 20,
CH-1211 Geneva 27
Switzerland